tender document · 10% of contract value after issuance of letter of acceptance in shape of call...

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SUPPLY OF PLANT & MACHINERY GDC BHABRA 2020-21 Bidder’s Signature & Stamp

DIRECTORATE OF EDUCATION (COLLEGES)

SARGODHA DIVISION, SARGODHA

TENDER DOCUMENT FOR

SUPPLY OF PLANT & MACHINERY

Issued to: _____________________________________________ Tender No. DEC-SGD/ADP35-A/2020-21/ Tender/__________

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Table of Contents S# Description Page # 1. Tender Notice 03

2. Invitation to the Bid 04

3. Instructions to the Bidders 04

4. Terms and Conditions of the Tender 06

5. Definitions 06

6. Tender Eligibility 06

7. Examination of the Tender Document 06

8. Amendment of the Tender Document 06

9. Bid Currency 07

10. Validity Period of the Bid 07

11. Bid Security 07

12. Bid Preparation and Submission 07

13. Financial Proposal 08

14. Modification and withdrawal of the Tender 09

15. Bid Opening 09

16. Preliminary Examination 09

17. Determination of the Responsiveness of the Bid 10

18. Technical Evaluation Criteria 10

19. Financial Proposal Evaluation 12

20. Rejection and Acceptance of the Tender 12

21. Contacting the Procuring Agency 13

22. Announcement of Evaluation Report 13

23. Award of Contract 13

24. Letter of Acceptance (LOA) 13

25. Payment of Performance Guarantee (PG) 13

26. Refund of Bid Security (BS) 13

27. Issuance of Supply Order or Signing the Contract 13

28. Redressal of Grievances by the Procuring Agency 14

29. Delivery of Items 14

30. Liquidated Damages 14

31. Inspection and Tests 14

32. Release of Performance Guarantee (PG) 15

33. Contract Amendment 15

34. Termination for Default 15

35. Blacklisting 15

36. Force Majeure 15

37. Termination of Insolvency 16

38. Forfeiture of Performance Security 16

39. Payment 16

40. Warranty 16

41. Technical Specification and Schedule of Requirement 17

Annexure-A: Technical Proposal Covering Letter 18

Annexure-B: Checklist 19

Annexure-C: Technical Bid Form 20

Annexure-D: Affidavit 21

Annexure-E: Financial Proposal Covering Letter 22

Annexure-F: Financial Proposal Form 23

Annexure-G: Contract Agreement Form 24

Annexure-H: Bank Guarantee Format 25

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DIRECTORATE OF EDUCATION (COLLEGES) SARGODHA DIVISION SARGODHA

Tender Notice

Sealed tenders/bids are invited from the firms registered with Sales Tax and Income Tax for the provision of objects as mentioned against the name of following schemes of Sargodha Division, Sargodha on the basis of Single Stage (Two Envelope Procedure) in terms of Rule No. 38(2)(a)of the Punjab Procurement Rules, 2014.

Sr. No

ADP No.

Name of College

Object & Items with Estimated Cost

(Rs.)

A09601 Plant & Machinery

1. 34-A Govt. College (W) Shah Nikdar(Sargodha) 1000000

2. 35-A Govt. College Bhabra(Sargodha) 1000000

3. 36-A Govt. College (W) Roda (Khushab) 500000

4. 90-A Govt. PG College Bhakkar 1500000

5. 87-A Govt. College Sahiwal (Sargodha) 688000

The whole purchase process will be executed in accordance with the PPRA Rules, 2014.

Tender Document will be immediately available after publishing of this Tender Notice [PPRA Rule No. 25(1)].

Tender documents can be obtained from the Revenue Branch, Directorate of Education (Colleges) Sargodha Division, Sargodha, University Road Sargodha from 09:00 am to 04:00 pm on working days by depositing the Tender Fee of Rs. 1000/- (Non-Refundable) till 20.02.2021.

Separate tender documents for each ADP Scheme’s object will be accepted. Tender Documents of the ADP Schemes will be received through registered mail or courier

services till 22.02.2021 at 11:00AM and Technical Bids will be opened on same day at 11:30AM in Directorate of Education (Colleges) Sargodha Division.

5% Bid Security of each object price, in shape of “CDR” in favor of Director of Education (Colleges) Sargodha Division is required to be submitted with the Technical Bid, without which the offer shall be rejected being non-responsive. The detail of amount of Bid Security is given in the Tender Document.

Bids without supporting documents, undertaking, valid documentary evidence, and bids not conforming to terms and conditions given in the Tender Document will be liable to rejection.

No supporting document will be accepted, at all, after submission of the Technical Bids. Bids received after due date and time or bids without Bid Security in shape of CDR or CDR less than

required amount or Bid Security in shape of Cheque/ Cross Cheque shall be summarily rejected. Chairman Purchase Committee Directorate of Education (Colleges) Sargodha Division, Sargodha University Road Sargodha. Ph. No.048-9230156

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1. INVITATION TO THE BID

1.1. Bids/Tenders are invited, for Supply of Plant & Machinery, from Sales Tax and Income Tax

Registered firms.

2. INSTRUCTIONS TO THE BIDDERS

2.1. Procurement will be made under Punjab Procurement Rules (PPRA)2014.

2.2. It will be clearly understood that the Terms and Conditions mentioned in this document are intended to be strictly enforced.

2.3. Bidders must ensure that they submit all the required documents indicated in the Tender / Bid Documents at the time of submission of Technical Bids and no request for submission of missing documents will be entertained after submission of the Technical Bids.

2.4. Bids without supporting documents, undertaking, valid documentary evidence, and bids not conforming to terms and conditions given in the Tender Document will be liable for rejection. Bids received after due time and date and bids without Bid Security in shape of CDR or CDR less than required amount or Bid Security in shape of Cheque or Cross Cheque shall be rejected.

2.5. The bidder must quote rates of all items, partial bidding in a lot is not allowed.

2.6. Mode of Advertisement:

As per PPRA Rule 12(2) the advertisement is being placed on the website of PPRA Punjab (www.ppra.punjab.gov.pk), and on two National Newspapers (Urdu/English).

2.7. Type of Open Competitive Bidding

As per Rule No. 38(2)(a), single stage two envelope procedures shall be followed with details given below:

2.7.1. The bid shall comprise of a single package containing two separate envelopes. Each envelope shall contain separately the financial proposal and the technical proposal;

2.7.2. The envelopes shall be marked as “FINANCIAL PROPOSAL” and “TECHNICAL PROPOSAL” in bold and legible letters to avoid confusion;

2.7.3. Initially, only the envelope marked “TECHNICAL PROPOSAL” shall be opened; the envelope marked as “FINANCIAL PROPOSAL” shall be retained in the custody of procuring agency without being opened;

2.7.4. The Purchaser shall evaluate the technical proposal under PPRA Rule # 32and in a manner prescribed in this document, without reference to the price and reject any proposal which does not conform to the specified requirements as listed in said Sections. During the technical evaluation no amendments in the technical proposal shall be permitted;

2.7.5. The financial proposals of technically qualified bidders shall be opened publicly at a time, and venue announced and communicated to the bidders in advance;

2.7.6. After the evaluation and approval of the technical proposal the procuring agency, shall at a time within the bid validity period, publicly open the financial proposals of the technically accepted and qualified bids only. The financial proposal of bids found technically non- responsive shall be returned un-opened to the respective bidders.

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2.8. BID DATA SHEET (Information for the Bidders)

1. Procuring Agency Directorate of Education (Colleges) Sargodha Division, Sargodha

2. Tender Number DEC-SGD/ADP 35-A /2020-21/ Tender/_________

3. Name of Tender Supply of Plant & Machinery for Govt. Degree College Bhabra (Sargodha)

4. Tender Document Available Place

Revenue Branch, Directorate of Education (Colleges) Sargodha Division, University Road Sargodha.

5. Cost of Tender Document

Rs. 1000/- (Non-Refundable) payable through pay order in favor of Director of Education (Colleges) Sargodha Division.

6. Bid Security

Amount mentioned in Clause No. 9 of the Tender Document in shape of “Call Deposit Receipt (CDR).” in favor of Director of Education (Colleges) Sargodha Division.

7. Performance Guarantee 10% of Contract Value after issuance of Letter of Acceptance in shape of Call Deposit Receipt (CDR).

8. Tender Addressed to Chairman, Procurement Committee, Directorate of Education (Colleges) Sargodha Division, University Road Sargodha.

9. Contact Number 048-9230156, 9230515

10. Due Date, Time and Place of submission of Tender Document

22.02.2021 till 11:00AM Revenue Branch, Directorate of Education (Colleges) Sargodha Division, University Road Sargodha.

11. Date, Time and Place of Technical Bid Opening

22.02.2021 at 11:30AM Meeting Room of Directorate of Education (Colleges) Sargodha Division, University Road Sargodha.

12. Date, Time and Place of Financial Bid Opening

Shall be intimated subsequently to Technically Qualified Firms.

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TERMS AND CONDITIONS OF THE TENDER

3. DEFINITIONS

3.1. “Purchaser” means Director of Education (Colleges) Sargodha Division, Sargodha.

3.2. “Purchase Committee” means a Committee constituted by the Purchaser according to the Notification No. SO(DEV-I)8-40/2012 dated 04.11.2013 issued by the Govt. of the Punjab, Higher Education Department.

3.3. “Bidder/Tenderer” means the Firm/Company/Supplier/Distributer that may provide or provides the Goods and related services to any of the public sector organization under the contract and have registered for the relevant business thereof.

3.4. "Contract" means the agreement entered into between the Purchaser and the Contractor, in form of Supply Order or as recorded in the Contract Form signed by the parties, including all Schedules and Attachments thereto and all documents incorporated by reference therein.

3.5. "Contractor/The Successful Bidder" means the person whose Tender has been accepted and awarded letter of Acceptance followed by the Supply Order or Contract by the Purchaser.

3.6. "Contract Value” means that portion of the Contract Price adjusted to give effect to such additions or deductions as are provided for in the Contract which is properly apportion -able to the Goods or Services in question.

3.7. "Goods” means equipment, machinery, and/or other materials which the Contractor is required to supply to the Purchaser under the Contract.

3.8. "Services" means installation, configuration, deployment, commissioning, testing, training, support, after sale service, etc. of Goods and other such obligations which the Contractor is required to provide to the Purchaser under the Contract.

3.9. “PPRA” means Punjab Procurement Regulatory Authority.

4. TENDER ELIGIBILITY

Eligible Bidder/Tenderer is one who:

4.1. has valid registration certificates for Income Tax and Sales Tax;

4.2. is an active Income Tax Payer;

4.3. is an Authorized Dealer/Supplier/Partner of quoted Brand;

4.4. has got the experience in supply of relevant items;

4.5. conforms to the clause of “Responsiveness of Bid” given in this tender document;

4.6. has not been blacklisted.

5. EXAMINATION OF THE TENDER DOCUMENT

The bidder/Tenderer is expected to examine the Tender Document, including all terms and conditions.

6. AMENDMENT OF THE TENDER DOCUMENT

6.1. The Purchase Committee at any time prior to the deadline for submission of the Tender, at its own initiative or in response to a clarification requested by the Bidder(s), amend the

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Tender Document, on any account, for any reason. All amendment(s) shall be part of the Tender Document and binding on the Bidder(s).

6.2. The Purchaser shall notify the amendment(s) in writing to the prospective Tenderers /Bidders.

6.3. The Purchaser may, at its exclusive discretion, amend the Tender Document to extend the deadline for the submission of the Tender, in which case all rights and obligations of the Purchaser and the Tenderers previously subject to the deadline shall thereafter be subject to the deadline as extended.

7. BID CURRENCY

Bidder should quote price in Pak Rupees only and payments shall also be made in

Pakistan Rupees only.

8. VALIDITY PERIOD OF THE BID

8.1. Validity period of the bids shall be 30.06.2021.

9. BID SECURITY

9.1. Bidder will submit Bid Security drawn in the name of Director of Education (Colleges)

Sargodha Division, Sargodha against each College Item/Object with details given below:

ADP No.

Name of College 5% Bid Security (Rs.)

A09601 Plant & Machinery

35-A Govt. College Bhabra 50000

9.2. the Bid Security will be in shape of “Call Deposit Receipt (CDR)” in favor of Director of Education (Colleges) Sargodha Division. Cheque or Cross Cheque shall not be accepted at all.

9.3. The amount submitted as Bid Security shall be refunded to the unsuccessful bidders after the decision for the award of the said tender.

9.4. The Bid Security of Successful Bidder(s) may be converted as part of the Performance Guarantee for successful execution of the work on his request.

9.5. Subject to the award of contract, the Bid Security in form of CDR shall be returned to successful bidder against submission of Performance Guarantee

9.6. If the Bid Security is found less than the required amount then the bid will be rejected irrespective of the rates and the stage of the bid process.

9.7. The Bid Security may be forfeited if a Bidder:

a) Refuses to accept Letter of Acceptance of the Bid; or b) Fails to furnish Performance Security.

10. BID PREPARATION AND SUBMISSION

10.1. The Tender shall be filed in accompanied by the prescribed Forms, Annexes, Schedules, Drawings, Documents, Brochures, Literature, etc. which shall be completely filled in, stamped and signed by the Tenderer or his Authorized Representative. In case of copies, photocopies may be attested.

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10.2. The Bids/Tenders should be submitted in two parts (1) Technical Proposal and (2) Financial Proposal. The Technical Proposal and Financial Proposal shall be submitted in separate covers.

10.3. TECHNICAL PROPOSAL

The Technical Proposal will enable the Purchase Committee to evaluate whether the bidder is technically competent and capable of executing the order and the specifications offered by the bidder meet the ones given in the Tender/Bid Documents. Only those bids which qualify in the technical stage will be eligible for the Financial Proposal opening. The Financial Proposals of bidders who failed in the Technical stage will not be opened.

10.4. The Technical Proposal form as given in the Bid/Tender Document shall be filled, signed and stamped in all pages. The Purchase Committee will not be responsible for the errors committed in the bids by the bidders.

10.5. The Technical Proposal should not strictly contain any Price/Cost indications as such otherwise the bids will be summarily rejected.

10.6. The Bidder should quote only one brand/model/make of each item.

10.7. Detail and Order of Documents to be furnished with the Technical Proposal (Envelope A):

The documents attached with the Technical Bid must be signed and stamped by the Authorized Representative of the Bidder. The documents attached must be numbered and attached in the following order:

10.7.1. Covering letter(Annexure-A) duly signed and stamped by authorized representative.

10.7.2. Copy of Income Tax Registration Certificate

10.7.3. Copy of Sales Tax Registration Certificate.

10.7.4. Detailed specification of items.

10.7.5. Affidavit/Undertaking Covering Letter on Stamp Paper (Annexure-D).

10.7.6. Authorization Certificate of quoted brand.

10.7.7. List of Staff of the Bidder.

10.7.8. Relevant Supply Orders/Contracts received in the past years.

10.9.9. Tender Document duly signed and stamped by the bidder.

FINANCIAL PROPOSAL

10.8 The Financial Proposal of the bidder shall include the price break up of taxes/duties. All taxes/duties as applicable shall be responsibility of the bidders.

10.9. The cost quoted by the bidder shall be kept firm and unchanged for a period specified in the Bid/Tender Documents from the date of opening of the bids. The bidder shall keep the price firm/unchanged during the period of Contract including during the period of extension of time if any.

10.10. the quoted price will be inclusive of all taxes, duties, levies, insurance, freight(transportation charges), etc.

10.11. the Bid is liable for rejection if Financial Proposal contains conditional offer.

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10.12. Details to be furnished with Financial proposal (Envelope B)

10.12.1. Financial Proposal Covering Letter (Annexure E).

10.12.2. Financial Proposal Form duly filled, signed and stamped by the Bidder (Annexure F).

10.12.3. Bid Security of amount (total amount of the relevant lot) mentioned in Clause No. 9 of the Tender Document.

10.13. Sealing the Bid

10.13.1. The Technical Proposal shall be placed in a separate cover (Envelope-A) and sealed appropriately. The Technical Proposal cover shall be marked as “Technical Proposal for SUPPLY OF MEDICAL & LAB EQUIPMENTS” – Bid Ref.: due on The “ FROM ”address and “TO” address shall be written without fail.

10.13.2. The Financial Proposal (Envelope-B) shall contain rates of item quoted by the bidder. The Financial Proposal cover shall be marked as “Financial Proposal for SUPPLY OF MEDICAL & LAB EQUIPMENTS” – Bid Ref.: due on: The “FROM” address and “TO” address shall be written without fail.

10.13.3. Out Cover: The Technical Proposal Cover (Envelope-A) and Financial Proposal cover (Envelope B) shall then be put in a single outer envelope and sealed. The outer cover shall be marked as “Bid for SUPPLYOF MEDICAL & LAB EQUIPMENTS” –Bid Ref.: due on __. The “FROM” address and “TO” address shall be written without fail.

10.14. Mode of Submission of Bids

10.14.1.The Bid should be addressed to “Chairman Purchase Committee, Directorate of Education (Colleges) Sargodha Division, University Road Sargodha” and received through Registered Mail or Courier Services in the Dairy Branch, Directorate of Education (Colleges) Sargodha Division.

10.14.2.The Bids received after Due Date and Time or Unsealed or incomplete or submitted by Fax or Email will be summarily rejected.

11. MODIFICATION/WITHDRAWAL OF THE TENDER

11.1. The Bidder may, by written notice served on the Purchaser, modify or withdraw the Tender after submission of the Tender, prior to the deadline for submission of the Tender.

11.2. The Tender, withdrawn after the deadline for submission of the Tender and prior to the expiration of the period of the Tender validity, shall result in forfeiture of the Tender Security.

12. BID OPENING

12.1. Technical Proposal Opening

The bid’s outer cover and Technical Proposal cover will be opened by the Purchase Committee on the date and time as specified in the Tender Notice /Bid Data Sheet. The bids will be opened in the presence of the bidders who choose to be present. A maximum of two representatives for each bidder would be allowed to attend the Bid Opening.

12.2. Suppression of facts and misleading information

12.2.1. During the bid evaluation, if any suppression or misrepresentation of information is brought to the notice of the Purchase Committee, the Committee shall have the right to reject the Bid and if it happens so after selection of the Bidder, the Purchase Committee may terminate the Contract or award of the Contract or further

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processing of the Bid as the case may be and that will be without any compensation to the Bidder and the Bid Security/Performance Guarantee, as the case may be, shall be forfeited.

12.2.2. It is the Bidder’s responsibility to prove the Bidder’s requisite qualification, experience and capacity to undertake the project to the entire satisfaction of the Purchase Committee failing which the Bid may be rejected.

13. PRELIMINARY EXAMINATION

13.1. The Procuring Agency shall examine the bids to determine whether they are complete, whether the required documents have been furnished and properly signed, and whether the bids are generally in order.

13.2. In the financial bids (at the time of opening the financial proposal) the arithmetical errors shall be rectified on the following basis. If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected. If the Bidders/Suppliers do not accept the correction of the errors, its bid shall be rejected. If there is a discrepancy between words and figures, the amount in words shall prevail.

14. DETERMINATION OF RESPONSIVENESS OF THE BID

14.1. The Purchaser shall determine the substantial responsiveness of the Tender to the Tender Document, prior to the Tender evaluation, on the basis of the contents of the Tender itself without recourse to extrinsic evidence. A substantially responsive Bid is one which:

14.1.1. meets an eligibility criterion for the Bidder / the Goods / the Services;

14.1.2. meets all the mandatory requirements of the evaluation criteria.;

14.1.3. meets the Technical Specifications for the Goods / the Services;

14.1.4. meets the delivery period / point for the Goods / the Services;

14.1.5. is accompanied by the required Bid Security;

14.1.6. is otherwise complete and generally in order;

14.1.7. conforms to all terms and conditions of the Tender Document, without material deviation or reservation.

14.1.8. which offers one Brand/Model/Make for each item (which does not contain any option).

14.2. A material deviation or reservation is one which affects the scope, quality or performance of the Goods or limits the Purchaser's rights or the Bidder’s obligations under the Contract.

14.3. The Tender determined as not substantially responsive shall not subsequently be made responsive by the Tenderer by correction or withdrawal of the material deviation or reservation. However, the Purchaser may waive off any minor non-conformity or inconsistency or informality or irregularity in the Tender.

15. TECHNICAL EVALUATION CRITERIA

The Bidders who have duly complied with the Eligibility/Qualification and Evaluation will be eligible for further processing. The Bids which do not conform to the Technical Specifications or Bid conditions or the Bids from the Bidders without adequate capabilities for supply and maintenance / warranty services will be rejected. The Eligible/Technically Qualified Bidders will be considered for further evaluation.

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Under PPRA Rules # 31, Technical Bids will be evaluated on the basis of following criteria and Financial Bids of only those bidders will be opened who have fulfilled the criteria:

15.1. Parameters of Technical Evaluation Criteria

The Firm / Company securing less than 60% marks will be disqualified.

Total Marks 100

Qualification Marks 60 (60%)

Category Description Marks

Legal (Mandatory)

Income Tax Registration Required

General Sales Tax Registration Required

Compliance to the technical specifications of Plant &Machinery(all items) to be procured mentioned at Sr. No. 38 of this Tender Document and product technical Brochure that should include specific make and model with clarity of offered specifications must be enclosed with the bid.

Required

In full compliance of Execution Schedule and Delivery Period mentioned in this Tender Document (undertaking).

Required

Undertaking that the firms is not blacklisted and involved in litigation with Government.

Required

Authorization Certificate of Firm / Company / Supplier / Distributer. Required

Financial/ Experience

Worth of projects similar nature in past years (verifiable through relevant purchase orders / contracts) (Max Marks 50)

0.5-1.4 Million 10 Marks



3.5Million or above

50 Marks

Average annual revenue of last 2-years (verifiable through financial statements) (Max Marks 50)




3.5Million or above

50 Marks

Note: Verifiable documentary proof for all above requirements and criteria marks are mandatory requirement and marks will be awarded on the basis of these verifiable proofs. All bidders shall be obligated and held liable against the response given against the above requirements.

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16. FINANCIAL PROPOSAL EVALUATION

16.1. Technically qualified/successful bidder(s)/Tenderer(s) shall be called for opening of the Financial Proposal(s). The Financial Proposals will be opened in the presence of the Bidders at the time and venue indicated by the Purchaser accordingly. The technically Eligible/Successful Bidder(s)/Tenderer(s) or their authorized representatives against each Tender shall be allowed to take part in the Financial Proposal(s) opening against their relevant Tender(s).

16.2. Financial Proposal evaluation will be conducted under the Punjab Procurement Rules,2014. The Price evaluation will include all duties, taxes and expenses etc. In case of any exemption of duties and taxes made by the Government in favor of the Purchaser, the contractor shall be bound to adjust the same in the Financial Proposal.

16.3. Rates of those items will not be announced or included in the Comparative Statement whose samples have been rejected being not as per quality demanded or specifications given in the Tender Document.

17. REJECTION AND ACCEPTANCE OF THE TENDER/BID

17.1. The Purchaser shall have the right, at his exclusive discretion, to increase / decrease the quantity of any or all item(s), under PPRA Rules 2014 without any change in unit prices or other terms and conditions, accept a Tender reject any or all tender(s), cancel / annul the Tendering process at any time prior to award of Contract, without assigning any reason or any obligation to inform the Tenderer of the grounds for the Purchaser's action, and without thereby incurring any liability to the Tenderer and the decision of the Purchaser shall be final.

17.2. The Tender / bid shall be rejected if:

17.2.1. It is substantially non-responsive; or

17.2.2. The bidder does not meet any of the mandatory criteria mentioned in ClauseNo.15; or

17.2.3. It does not contain the documentary proof against any of the mandatory criteria mentioned in Clause No. 15; or

17.2.4. The bidder obtains less than the required marks in the Evaluation of the Bids; or

17.2.5. The bid is incomplete, partial, conditional, alternative, late; or

17.2.6. The Authorization Certificate could not be verified; or

17.2.7. The bidder does not attach Bid Security in Shape of CDR; or

17.2.8. The bid security is not attached or it is less than the required amount; or

17.2.9. The Bidder submits more than one Bids against one Tender; or

17.2.10. The Bidder tries to influence the Tender evaluation / Contract award; or

17.2.11.TheBidder engages in corrupt or fraudulent practices in competing for the Contract award; or

17.2.12. There is any discrepancy between bidding documents and bidder’s proposal i.e. any non- conformity or inconsistency or informality or irregularity in the submitted bid; or

17.2.13. The Bidder submits any financial conditions as part of its bid which is not in conformity with tender document.

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17.2.14. If the results / performance of the quoted model of items is poor or does not conform to the specifications given in the Tender Documents.

17.2.15. The bidder quotes partial items in a Financial Bid.

18. CONTACTING THE PROCURING AGENCY

18.1. No Bidder shall contact the Purchase Committee on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded.

18.2. Any effort by a Bidder to influence the Procuring Agency in its decisions on bid evaluation, bid comparison, or Contract Award will disqualify the bidder and rejection of the bid. Canvassing by any Bidder at any stage of the Tender evaluation is strictly prohibited.

19. ANNOUNCEMENT OF EVALUATION REPORT

The Procuring Agency shall announce the results of bid evaluation in the form of are port giving justification for acceptance or rejection of bids at least ten days prior to the award of Contract. The report shall be made available on PPRA website and all the bidders shall be informed of this.

20. AWARD OF CONTRACT

20.1. The Tender will be awarded to the Lowest Evaluated Bidder who has been declared Technically Qualified.

21. LETTER OF ACCEPTANCE (LOA)

After acceptance of the Bids by the Purchase Committee, Letter of Acceptance (LOA)will be issued only to the Successful Bidder(s).

22. PAYMENT OF PERFORMANCE GUARANTEE (PG)

22.1. The Successful Bidder(s) will be required to remit the Performance Guarantee equivalent to 10 % of the value of the contract price. The PG should be paid by way of Cash Deposit Receipt (CDR) or Bank Guarantee drawn in favor of “Director of Education (Colleges) Sargodha Division” as unconditional Guarantee.

22.2. The PG should be submitted after receipt of Letter of Acceptance for signing the contract.

22.3. The Performance Guarantee will be forfeited if the Successful Bidder withdraws the Bid during the period of Bid validity specified in the Bid Documents or if the Bidder(s) fails to sign the contract.

23. REFUND OF BID SECURITY (BS)

The Bid Security (BS) of the Successful Bidder may be adjusted towards Performance Guarantee payable by the firm. If the successful Bidder(s) submits Performance Guarantee for the stipulated value in full by way of Cash Deposit Receipt (CDR) and/or Bank Guarantee, the BS will be refunded. The BS of the unsuccessful Bidder will be refunded on the written request of the Bidder. The Bid Security of the successful bidder shall be released upon his request provided the bidder submits the Performance Guarantee in the shape of CDR and/or Bank Guarantee.

24. ISSUANCE OF SUPPLY ORDER OR SIGNING THE CONTRACT

24.1. The Purchase Committee shall issue Supply Order or sign a Contract with the Successful bidder who has submitted the Performance Guarantee.

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24.2. The Successful Bidder will provide the stamp paper of 0.25% of total order value for issuance of Supply Order or Signing the Contract.

25. REDRESSAL OF GRIEVANCES BY THE PROCURING AGENCY

25.1. Any bidder feeling aggrieved by any act of the procuring agency after the submission of his bid may lodge a written complaint concerning his grievances not later than 10 days after the announcement of the bid evaluation report.

25.2. The committee shall investigate and decide upon the complaint within fifteen days of the receipt of the complaint.

25.3. Mere fact of lodging of a complaint shall not warrant suspension of the procurement process.

25.4. Any bidder not satisfied with the decision of the committee of the procuring agency may lodge an appeal in the relevant court of jurisdiction.

26. DELIVERY OF ITEMS

26.1. Delivery Period of items (from the issuance of the Letter of Acceptance) will be 30 days.

26.2. The Supplier will be responsible for delivery of items at

26.3. After delivery of items to the above locations, the Bidder must get the items inspected from

Purchase Committee or Technical Members.

26.4. The supplier will bear all costs associated with the preparation, delivery and installation of the Items and the Purchaser will in no case be responsible or liable for those costs. The supplier will make such arrangements to ensure safe delivery of goods. Any damage sustained during transportation / delivery will be rectified by the supplier at his cost.

27. LIQUIDATED DAMAGES

27.1. When the supplier fails to deliver or install the goods or both within the time period specified in the contract, the Purchase Committee may, without prejudice to any other remedy it may have under the contract, deduct from the contract price, as liquidated damages, a sum equivalent to 0.1% of the price of the delayed goods per day of delay, maximum up to 10% of the price of total value of the contract.

27.2. The Successful Bidder will be responsible to provide the delivery, delivery Challan and Bill within the delivery period in order to avoid Late Delivery Charges.

28. INSPECTION AND TESTS

28.1. The Inspection Committee shall inspect and test the Goods supplied, the Services provided, under the Contract/Supply Order, to verify their conformity to the Technical Specifications.

28.2. The Inspection Committee if deem necessary, may inspect and check the quality of Un- Finished Items at the premises of the Contractor / Successful Bidder.

28.3. During the inspection, the unfinished items may be rejected or the bidder will be required to rectify / modify the unfinished items:

28.4. Finished Items will be accepted only after the inspection carried out by the Inspection Committee. The Inspection Committee will check that:

28.4.1.1. Items provided are as per specifications given.

28.4.1.2. The material used in the items is of top quality.

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28.4.1.3. Pieces of Furniture Items look and feel solid with no twist sustained during transportation / delivery will be rectified by the supplier at his cost.

28.4.1.4. Parts (exposed / unexposed) are sanded smoothly and well fitted with no gaps between them.

28.4.1.5. Drawers (in case of tables) are smoothly glided with even gaps and proper alignment.

28.4.1.6. Both Workmanship and finish of items are of top quality.

28.5. After the inspection or test if the Purchase Committee is of the opinion that items do not conform to the specification and the criteria mentioned above, the Inspection Committee may reject them, and the supplier shall either replace the rejected goods or make all alterations necessary to meet the requirements of the specifications free of cost to Directorate of Education (Colleges) Sargodha Division, Sargodha.

29. RELEASE OF PERFORMANCE GUARANTEE (PG)

The Performance Guarantee will be refunded to the Successful Bidder(s) after completion of delivery of Goods.

30. CONTRACT AMENDMENT

30.1. The Purchaser may, at any time, by written notice served on the Contractor, alter, amend, omit, increase, decrease or otherwise change the nature, quality, quantity and scope, of all / any of the Goods / the Services / the Works, in whole or in part.

30.2. No variation in or modification in the Contract shall be made, except by written amendment signed by both the Purchaser and the Contractor.

31. TERMINATION FOR DEFAULT

The Purchase Committee may, without prejudice to any other remedy for breach of Contract, by written notice of default sent to the tenderer, terminate this Contract in whole or in part if:

31.1. the bidder fails to provide services within the period(s) specified in the Contract, or within any extension thereof granted by the Procuring entity.

31.2. the successful bidder fails to deliver goods and services as per its technical specifications offered in the bid.

31.3. the successful bidder fails to perform any other obligation(s) under the Contract.

31.4. the bidder, in the judgment of the Purchase Committee has engaged in corrupt or fraudulent practices in competing for or in executing the Contract.

32. BLACKLISTING

If the Contractor fails / delays in performance of any of the obligations, under the Contract Letter of Acceptance, violates any of the provisions of the Contract / Letter of Acceptance, commits breach of any of the terms and conditions of the Contract / Letter of Acceptance or found to have engaged in corrupt or fraudulent practices in competing for the award of contract/ Letter of Acceptance or during the execution of the contract / Letter of Acceptance, the Purchaser may without prejudice to any other right of action / remedy it may have, blacklist the Contractor, either indefinitely or for a stated period, for future tenders in public sector, as per mechanism provided in Punjab Procurement Rules, 2014.

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33. Force Majeure

Majeure means an act of nature or an event beyond the control of the Supplier and not involving the Supplier’s fault or negligence directly or indirectly purporting to mis-planning, mismanagement and/or lack of foresight to handle the situation. Such events may include but are not restricted to acts of the Procuring Agency in its sovereign capacity, wars or revolutions, fires , floods, earthquakes, strikes, epidemics, quarantine restrictions and freight embargoes. If a Force Majeure situation arises, the Supplier shall promptly notify the Procuring Agency in writing with sufficient and valid evidence of such condition and the cause thereof. The Committee constituted for Redressal of grievances, shall examine the pros and cons of the case and all reasonable alternative means for completion of purchase order under the Contract and shall submit its recommendations to the competent authority. However, unless otherwise directed by the Procuring Agency in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical and shall seek reasonable alternative means for performance not prevented by the Force Majeure event.

34. TERMINATION FOR INSOLVENCY

The Procuring Agency may at any time terminate the Contract by giving written notice of 30 days’ time to the Supplier if the Supplier becomes bankrupt or otherwise insolvent. In this event, termination shall be without compensation to the Supplier, provided that such termination shall not prejudice or affect any right of action or remedy which has accrued or shall accrue thereafter to the Parties.

35. FORFEITURE OF PERFORMANCE SECURITY

35.1. If the Contractor fails / delays in performance of any of the obligations, under the Contract / violates any of the provisions of the Contract / commits breach of any of the terms and conditions of the Contract the Purchaser may, without prejudice to any other right of action / remedy it may have, forfeit Performance Security of the Contractor.

35.2. Failure to supply required items/services within the specified time period will invoke penalty as specified in this document. In addition to that, Performance Security amount will be forfeited and the company will not be allowed to participate in future tenders as well.

36. PAYMENT

36.1. 100% payment will be made by Directorate of Education (Colleges) to the Successful Bidder after delivery and installation of goods and on receipt of the following documents:

i. Bill ii. Delivery Challan iii. General Sales Tax Invoice iv. Inspection/Completion report

37. Warranty

37.1. The Supplier shall confirm that the goods supplied under this contract are new and unused. The Supplier shall further warrant that all goods supplied under this contract shall have no defect arising from design materials or workmanship or from any act or omission of the supplier that may arise under the normal use of the supplied goods in the conditions prevailing in the Institution.

37.2. The Purchase Committee shall notify the supplier in writing of any claim arising under the warranty. Upon receipt of such notice, the supplier shall repair or replace the defective goods or parts within 15 days, inclusive of, where applicable, the cost of inland

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delivery of the repaired or replaced goods or parts from the port of entry to the final destination and their installation.

38. SPECIFICATIONS AND SCHEDULE OF REQUIREMENT

Sr. No.

Name of Items to be Purchased with Full specification

1 UPS Hybrid with 04- Batteries 200AH & Installation

(Inverex, Homage, Enviro or Equivalent) Hybird UPS; 5000VA/4200watt/48VDC/220VAC Input voltage range 175V-175V-280VAC (Normal Range)125V-280VAC. (04-Batteries 200AH: AGS, OSAKA, EXIDE or Equivalent)

2 Electric Water Cooler with Capacity of 46-Ltr with one year warranty

(SuperAsia, Dawlence, Cannon, Corona or Equivalent) Stain Less Steel Body, Water storage tank is made of high quality copper sheet tinned from inside and tested on maximum pressure according to (PSI-142,10kg). Fitted with high quality chrome plated brass taps. Thermostat: High quality thermostat to control water temperature adjustable from 9C to 15C (48F to 6F), Cooler is made to operate only on 220-240V.

3 Water Dispenser (Orient, Gree, Homage or Equivalent) Cabinet With Fridge, Child Safety Lock, Hot & Cold Water, ThermostatRefrigerator water capacity 1.5 Ltr

4

PA System/Sound System with Wireless 2-Micro Phones, with Installation

Home Theatre System with front, center, surround subwoofer, Audio Playback, Analog Audio Input : PIN Jack (1), Mic Input (2, 6.3mm), USB Input (1) with 1 Year Official Warranty

5 Photocopy Machine

(RICHO, AFICIO, Canon or Equivalent) 35CPM with DADF&RADF and pedestal Copy Speed 35CPM (Memory 1 GB, Power 220-240V,CopyingProcess: Twin laser beam scanning and electro-photographic printing, built in Duplex for two side copies resolution600dpi, Zoom from 25% to 400% in 1 Step)

6

Multimedia Projector with stand and screen with roof mounting installation,

(Benq, View Sonic, Sony or Equivalent) Full HD 1920*1080 DLP , 3000ANSI Lumen Lamp Life with 6000Hours min, UXGA / WXGA/ SXGA / XGA / SVGA / VGA / MAC analog, Wired / Wireless, Front, rear, ceiling, Fall Ceiling Brackets, Casing, Remote Control

7

10 CC TV HD Cameras (Night vision) with installation and related accessories (NVR, Hard Disk 5-TB, Supplies 10,

(Hikvision, TVT, Dava or Equivalent ) New CCTV IP Networking Camera System, 10-HD Cameras, 2.0 mega pixel (I.R) Night Vision, NVR, 10-Power Supplies, Cable, Branded Hard Disk 5-TB, LED Screen 32 inches, Mobile and Web supported with 1-Year Warranty of all system

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Annexure-A Technical Proposal Covering Letter

To

Chairman Purchase Committee,

Directorate of Education (Colleges) Sargodha Division,

University Road Sargodha

Dear Sir,

We are hereby submitting our Proposal, which includes the Technical

Proposal and the Financial Proposal sealed in two separate envelopes. We have

attached the Technical Bid Form, Check List, Detailed Specifications and the required

supporting documents along with our Technical Bid.

We have attached the copy of Bid Security of amount Rs. (insert amount in words

and figures) having CDR No. along-with our Technical Bid

Yours sincerely,

Authorized Signature

(in full and initial)

Name and Designation of Signatory, Name of Firm, Address

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Annexure-B Check List

The bidder must attach this list along-with bid.

1.1. PACKING OF THE BID

Sr. No.

Description Yes/No

1. Whether the bid is submitted in Two Envelopes

2. Technical Proposal Envelop-A

3. Financial Proposal Envelop-B

4. Whether both Technical and Financial Proposals are put into another Outer Envelope.

1.2. SUBMISSION AND ARRANGEMENT OF SUPPORTING DOCUMENTS

The Bidder must provide all the Supporting Documents, number all the pages of supporting documents, provide the page information and arrange the documents in the following order:

Sr. No.

Envelope-A: Enclosure of Technical Proposal Attached Yes/No

Page No.

1. Covering Letter

2. Copy of Income Tax Registration Certificate

3. Copy of Sales Tax Registration Certificate

4. Affidavit/Undertaking on the Stamp Paper

5. Specifications of quoted items on the Latter Head of the Bidder.

6. Relevant Supply Orders/Contracts received in the past.

7. Authorization as Dealer/Supplier/Partner of quoted Brand.

8. The specified catalogues/brochures of items quoted by the bidder (if any)

Note: All the above documents and any other supporting documents must be numbered and page number must be mentioned in the Colum specified for the purpose.

Total number of pages attached with the Technical Bid. ______________Pages

9. Tender Document duly signed and stamped each page by the bidder must be attached at the end of the Technical Bid but numbering is not required for this document.

10. Bid Security in shape of CDR

Sr. No.

Envelope-B: Enclosure of Financial Proposal Attached Yes/No

Page No.

1. Financial Proposal Form duly filled, signed and stamped by the bidder on their letter head

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Annexure-C Technical Bid Form

Sr. No.

Particulars Bidder’s Response

A Name of the Company

Year of Incorporation/Registration

NTN Registration Number

GST Registration Number

No. of Branches in Punjab

Location of Branches in Punjab (Cities)

Address

Office Telephone Number

E-Mail Address of the Company

Name of Contact Person

Mobile No. of Contact Person

E-Mail Address of Contact Person

B Delivery and installation Period (No. of Days) offered by the Bidder

Plant & Machinery

C No of Staff Members

D Past Performance (Detail of Top Three relevant Projects Completed from 2016 onward)

Sr. No.

Name of Project

PO/LOA/ Contract

No. & Date

Value of Project

Items Detail

Customer (Name of

Institution)

Customer Contact Person Name & Phone

No.

1

2

3

Detail of Staff

Sr. No

Name Designation Qualification Certification Date of Joining

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Annexure-D Affidavit/Bidder’s undertaking on the Stamp Paper worth RS. 100/-

Ref: Tender No. DEC-SGD/ADP 35-A /2020-21/ Tender/__________ published on PPRA

1. We have examined the Tender/Bid Document and we undertake to meet the requirements regarding supply of Items, warranty and services as required and are prescribed in the Tender Document.

2. It is certified that the information furnished here in and as per the document submitted is true and correct and nothing has been concealed or tampered with.

3. We have read the provisions of Tender/Bid Document and confirm that these are acceptable to us. We further declare that additional conditions, variations, deviations, if any, found in our response shall not be given effect to.

4. We agree to unconditionally accept all the terms and conditions set out in the Tender/Bid Document.

5. We undertake, if our Bid is accepted, to supply the items within the delivery period mentioned in the Tender Document.

6. We understand that no document regarding evaluation criteria will be accepted after opening of the Technical Bids and we are bound to provide all the documentary proofs regarding evaluation criteria or any other supporting document at the time of opening of Technical Bids.

7. We agree that the Purchase Committee is not bound to accept the lowest or any of the bids received. We also agree that the Purchase Committee reserves the right in absolute sense to reject all the products/ services specified in the Bid Response without assigning any reason whatsoever under PPRA Rules 2014.

8. We also declare that our Company/Organization is not blacklisted by any of the Departments/ Institutions/Autonomous Bodies/Federal or Provincial Government in Pakistan / Higher Education Department.

9. We undertake to provide complete service and replacement of parts during the warranty period of the items.

(Name and Signatures of authorized Person along-with stamp)

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Annexure-E Financial Proposal Covering Letter

(to be attached with Financial Proposal)

To

Chairman Purchase Committee,

Directorate of Education (Colleges) Sargodha Division,

University Road Sargodha

Dear Sir,

With Reference to your Tender No. for (title of the Tender).

Please find attached our Financial Proposal for the sum of Rs. (insert amount in words

and figures). This amount is inclusive of all taxes.

We have attached the copy of Bid Security of amount Rs. (insert amount in words

and figures) having CDR No. along with our Financial Bid.

Yours sincerely,

Authorized Signature

(in full and initial)

Name and Designation of Signatory, Name of Firm, Address

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Annexure-F Financial Proposal Form

Sr. No.

Name of item to be Purchased

Specifications quoted by

Bidder

Quantity Required

Rate per Item

Total Amount

GST 17%

Total Amount with GST

1 UPS Hybrid with Batteries 200AH & Installation

1

2 Electric Water Cooler with Capacity of 46-Ltr with one year warranty

1

3 Water Dispenser

1

4 PA System/Sound System with Wireless 2-Micro Phones, with Installation

1

5 Multimedia Projector with stand and screen with roof mounting installation,

1

6 Photocopy Machine

1

7

Camera Security System with All Accessories (CCTV Cameras, NVR, Hard Disk, LED, Supply, Cable etc) and Complete Installation

1

Signature of Bidder/Authorized Person:_____________

CNIC No:

Thumb Impression:

Stamp: ______________

- -

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Annexure-G Contract Agreement Form

THIS AGREEMENT made the [day] day of [month] [year] between [Director of Education (Colleges) Sargodha Division] of the one part and [name and address of Supplier] (hereinafter called “the Supplier”) of the other part:

WHEREAS the Directorate invited Tenders for certain goods and related services, viz, [brief description of goods and related services] and has accepted a Tender by the Supplier for the supply of those goods and related services in the sum of Rs.[Contract Price in figures and in words] (Hereinafter called “the Contract Price”).

NOW THEREFORE the parties hereby agree as follow:

1. The following documents attached shall be deemed to form and integral part of this Contract:

i. Tender/Bid Document

ii. Letter of Acceptance

iii. Performance Guarantee equal to 10% of Contract Price in shape of CDR or Bank Guarantee.

2. The Terms and Conditions of Supply Order/Contract given in the Tender/Bid Document will be applicable.

3. The mutual rights and obligations of the Director of Education (Colleges) and the Supplier will be preserved in light thereof Terms and Conditions mentioned in the Tender /Bid Document.

IN WITNESS whereof the parties have caused this Contract to be executed in accordance with the laws of Pakistan on the day, month and year written above.

For Director of Education (Colleges): For the Supplier:

Signature

Print Name

Title

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Annexure-H Bank Guarantee Format for Performance Security

[This is the form for the Performance Security to be issued by a scheduled bank of Pakistan]

Contract No: Date: To:

[Name and address of Procuring Entity]

PERFORMANCE GUARANTEE No:[insert Performance Guarantee number]

We have been informed that [name of supplier] (here in after called “the Supplier”) has undertaken, pursuant to Contract No [reference number of Contract]dated [date of Contract] (here in after called “the Contract”) for the supply of [description of goods and related services]under the Contract.

Furthermore, we understand that, according to your conditions, Contracts must be supported by a performance guarantee.

At the request of the Supplier, we [name of bank] hereby irrevocably undertake to pay you, without cavil or argument, any sum or sums not exceeding in total an amount of Rs. [insert amount in figures and in words]upon receipt by us of your first written demand accompanied by a written statement that the Supplier is in breach of its obligation(s) under the Contract conditions, without you needing to prove or show grounds or reasons for your demand of the sum specified therein.

This guarantee is valid until [date of validity of guarantee], consequently, we must receive at the above-mentioned office any demand for payment under this guarantee on or before that date.

[Signatures of authorized representatives of the bank]

Signature Seal